Office Operations Manager I - SES - 64057461

Office Operations Manager 1-SES

This position spends the majority of the time engaged in supervisory responsibilities. This includes communicating with, motivating, training, and evaluating employees in addition to planning and directing employees' work. The incumbent has the authority to hire, transfer, suspend, lay off, recall, promote, discharge, assign, reward, or discipline subordinate employees or effectively recommend such action. The incumbent will also be required to develop performance expectations, meet with staff regularly to discuss performance, complete performance reviews, maintain vacation and work schedules, ensuring proper coverage, and complete timesheets.

This individual is responsible for all supervisory duties including, but not limited to, hiring and selection, developing performance plans, conducting performance appraisals, planning, and directing their work, approving leave, and taking disciplinary action as appropriate. Clinic Operations + Manage day-to-day clinic operations including budget planning, revenue and expense monitoring, inventory management and purchasing. + Supervise clerical support staff, establishing clear applicable performance expectations and other techniques to develop staff to their fullest potential. + Monitoring of attendance, approving electronic time sheets and leave requests. + Builds and update all clinic schedules. + Monitors employee schedule daily for complete clinic coverage. + Plans workloads, workflows, deadlines, work objectives and time utilization with employees. + Directs the work of employees to ensure best use of time and resources. + Motivates employees to improve the quality and quantity of work performed with attention to clinic flow, wait times and client satisfaction. + Monitors individual and clinic performance to ensure quality of service. + Audits clerical performance by doing regular chart audits. + Evaluates clerical employees in writing quarterly using performance expectations. + Quarterly review of Employee Development Plans. + Trains employees in new processes and methods for performing an effective and efficient job. + Documents all employee training. + Creates, revises and update clinic forms as needed. + Serves as backup for clerical staff during high workloads and staff absences. + Prepares monthly reports to demonstrate operational and financial performance. + Updates the Director and Human Resource Manager on any personnel actions/status as needed. + Oversees local Sharps Program ensuring red boxes are stocked, dropped off boxes are properly disposed of. Medication Supply Management: PAP, State Pharmacy Medications, Purchased Medications, VFC, Program 17 & 18, Chargeable Vaccines + Provide oversight to medication ordering and refills orders for all pharmaceuticals. + Maintains pharmaceutical PAR levels. Promptly removing expiring medication from inventory 30 days prior to the expiration date. + Completes Medicaid Reimbursement Form as required for medications issued from Nurse Issuance through Central Pharmacy. + Perform monthly pharmaceutical inventories. + Prepares monthly spreadsheets for the Business Office requests as it pertains to inventories. + Assures compliance with policies, procedures and state statutes related to pharmaceuticals. + Maintains security of the medication storage area. Update approved access list with resignations and new hires. + Is responsible for the proper return or disposal of expired medications and medications that can no longer be used. + Performs needed follow-up for medication recalls. Florida Breast and Cervical Cancer Early Detection (FBCCED) Program Liaison + Prepares required utilization reports. + Maintains records of applications sent to the FBCCED program contact for billing. + Sends medical records as requested. + Educates clinic and clerical staff on program changes. + Prepares completed application packet for submission and scans all documents into HMS. Fiscal Management + Supervises the collection of fees. + Responsible for correcting Client Statement discrepancies. + Review client accounts for possible billing/coding errors. + Monitor reimbursement to be sure that all accounts are billed and collected. + Research and coordinate efforts with Business Office when necessary to make corrections in the HMS system and resolve problem in a timely manner. + Contact clients via telephone or mail to notify them of corrections to their accounts. + Verifies insurance status for Title X Sterilization applications. + Prepare fiscal reports as requested by senior management and/or the Business Office. + Creates, monitors all blanket purchase orders in AOD. + Suggests changes in fee schedule and provides rationale for fee changes. + Coordinated client eligibility processing. + Orders all clinic supplies, maintains continuous supply inventory (medical, lab and clerical) and receives all clinic supplies. + Manages all aspects of daily clinic deposits and all change funds for Clinical Services and Vitals. + Maintains L4 budget and fiscal responsibilities including planning, monitoring, and making necessary adjustments to assure fiscal sustainability. + Updates and monitors direct reports Step 1& 2 in Budget Module. + Reviews budget expenses no less than seven days after each payroll. + Communicates budget changes promptly at least 15 days prior to a scheduled budget review meeting via email. Quality Improvement + Completes quality audits for areas of responsibility. + Coordinates the distribution, collection and reporting of Patient Satisfaction Surveys. + Leads quality improvement activities for the clinic in cooperation with clinic Senior Community Health Nurse, Supervisor. + Encourages active staff involvement in quality improvement activities. Scheduling + Supervises scheduling and medical records management staff for Clinical Services and other departments. + Serve as the primary point of contact for scheduling-related matters, providing guidance and support for staff. + Monitor and evaluate scheduling outcomes, implementing improvements to address challenges or inefficiencies. Other Assigned Duties + Participates in all phases of emergency preparedness, including planning, response and recovery. + Maintains training in Incident Command and other preparedness expertise as required or recommended. + Attend yearly CPR education session offered by DOH or maintain external CPR certification from Heart Association or the Red Cross. + Yearly TB Screening as indicated by questionnaire. + Yearly N-95 Mask Fit-Testing. + Recommend Annual Flu Shot or wearing a mask when in contact with the public during flu season is encouraged. Performs all other duties as required.

Required Knowledge, Skills, and Abilities: + Competence in use of all Microsoft Office products. + Sound math skills. + Knowledge of medical issues and medical terminology. + Advanced organizational and time management skills. + Flexibility to perform well in high stress situations. + Strong customer service skills and cultural competence. + Management, supervisory and/or leadership skills. + Ability to utilize an EMR. + Prefer Spanish speaking. + Prefer BS Degree in Healthcare Administration, Business, or relevant field. Qualifications: Minimum – + Must have a minimum of 1-2 years of experience in a medical office. + Must have a minimum of 2 years of experience working with Microsoft Office applications such as Excel, Outlook, Word, PowerPoint. + Must have a minimum of 1-2 years of supervisory/management experience. Preferred – + Bi-lingual + Experience working with the Florida Department of Health in clinical services area. + Associate's degree.

Location: Clay County Health Department, 1845 Town Center Blvd, Building 400, Fleming Island, FL 32003.